Administrative Specialist

New Hanover County; Wilmington (NC); On-site; USD 40,000 - 54,000; Full time

Benefits offered by this job

Employer-paid 401k contributions

Retirement plan through NC Retirement

Flex time and telework availability

Paid sick and personal leave + 13 paid

Paid parental leave

Paid community services leave to give

Education leave to obtain a degree

Medical, dental, and vision insurance

Onsite health and wellness center

Professional development trainings

Opportunities to make a difference

Job summary

New Hanover County Fire Services is seeking an organized Administrative Specialist to support the department's financial, administrative, and operational needs. This role coordinates purchasing, payroll, contracts, records, and general office operations.

Ideal candidates will manage multiple priorities, assist with budget prep and reporting, and collaborate with internal and external partners to ensure smooth daily functions in a fast-paced environment.

Qualifications

• Associate degree in Business Administration or related field with 1 year of administrative support experience.
• Experience coordinating purchasing, payroll, contracts and records.
• Able to work across departments and manage multiple priorities.

Responsibilities

• Coordinates purchasing and accounts payable: processes purchase orders, procurement-card transactions, invoices, and related documentation.
• Supports financial operations: assists with budget preparation, expenditure monitoring, financial reporting, and account reconciliations.
• Maintains payroll and personnel records: compiles payroll information and assists with personnel actions and related documentation.
• Coordinates contract administration: processes contract requests, maintains supporting records, and monitors renewals and updates.
• Provides employee and training support: coordinates travel, training registrations, candidate assessments, and departmental career events.
• Supports Fire Marshal's Office operations: coordinates billing processes, maintains documentation, and assists with related administrative functions.
• Maintains departmental records and communications: prepares reports and correspondence, manages filing systems, and coordinates office supplies and resources.
• Collaborates with internal and external partners.
• Responds to employee and vendor inquiries and works with County departments, agencies, and other partners to resolve administrative and financial matters.

Skills

Administrative support

Education

Associate degree in Business Administration

Job description

New Hanover County Fire Services is seeking an organized and detail-oriented Administrative Specialist to support the department's financial, administrative, and operational needs. This position plays an important role in keeping daily business operations running smoothly by coordinating purchasing, financial transactions, payroll, contracts, employee support, and departmental records. The ideal candidate enjoys working with people, managing multiple priorities, and providing dependable administrative support in a fast-paced environment.

Essential Duties

• Coordinates purchasing and accounts payable: Processes purchase orders, procurement-card transactions, invoices, and related documentation.
• Supports financial operations: Assists with budget preparation, expenditure monitoring, financial reporting, and account reconciliations.
• Maintains payroll and personnel records: Compiles payroll information and assists with personnel actions and related documentation.
• Coordinates contract administration:Processes contract requests, maintains supporting records, and monitors renewals and updates.
• Provides employee and training support: Coordinates travel, training registrations, candidate assessments, and departmental career events.
• Supports Fire Marshal's Office operations: Coordinates billing processes, maintains documentation, and assists with related administrative functions.
• Maintains departmental records and communications: Prepares reports and correspondence, manages filing systems, and coordinates office supplies and resources.
• Collaborates with internal and external partners.
• Responds to employee and vendor inquiries and works with County departments, agencies, and other partners to resolve administrative and financial matters.

New Hanover County Fire Rescue is comprised of a team of dedicated emergency response professionals who work to educate and protect citizens from the threats of fire and other emergencies. Our employees stay committed to the county's model of good governance working rotating 24-hour shifts in nine (9) fire stations to protect a 328 square-mile district in the unincorporated county. The department is a combination department which offers opportunities for those who wish to volunteer their time or start their own career with training in the fire protection industry. Ideal candidates for the fire department combine the department's values of honor, dedication, compassion, service, and excellence with the county enterprise-wide values and vision of a vibrant, prosperous, and diverse coastal community committed to building a sustainable future for generations to come.

New Hanover County is committed to hiring talented professionals who are passionate about public service and making a difference in the community. Our employees work in an innovative, collaborative, and employee-focused environment where professional expertise and new ideas are valued.

Our shared values of professionalism, innovation, integrity, stewardship, and accountability guide the way we serve our community and work with our customers.

New Hanover County celebrates diversity in our employees’ backgrounds, beliefs, identities, and abilities, while supporting growth opportunities for all. Our talented team has a passion for providing care and services that effect change on the everyday lives of the citizens they encounter. The differences that unite us are a reflection of the community we serve. If this sounds like an organization that models the values you uphold, we invite you to join our team at New Hanover County.

Living in New Hanover County, NC

New Hanover County offers an exceptional quality of life with its picturesque coastal location. Enjoy the stunning beaches, water activities, and a variety of recreational opportunities right at your doorstep. Immerse yourself in the vibrant local culture, indulge in diverse dining experiences, and explore historical landmarks. The county is known for its strong sense of community, excellent schools, and a thriving arts scene. With a focus on good governance and a commitment to customer service, New Hanover County provides an ideal environment for both personal and professional growth.

Hours

Monday – Friday, 7:30 AM to 4:00 PM. Must be available to work during emergency situations (Description of work hours above does not apply in emergency situations).

Salary Information

Thetarget hiring range for this position is $40,048.00 - $54,064.50. Thefull salary range for an incumbent hired into this position is $40,048.00 to $68,081.00. Starting salary will be based on qualifications, relevant experience, internal equity, and budget. Candidates with exceptional qualifications and experience may be considered for a starting salary above the target hiring range, but not to exceed the maximum of the salary range.

New Hanover County offers

• Employer paid 401k contributions;
• Retirement planthrough the NC Retirement system;
• Flex time and telework availability, depending on your position;
• Paid sick and personal leave + 13 paid holidays per year;
• Paid parental leave;
• Paid community services leave to give back to our community;
• Education leave to obtain a degree within your line of work;
• Medical, dental, and vision insurance + many other insurance options;
• Onsite, employer-paid health and wellness center;
• Professional development trainings & leadership initiatives;
• Opportunities to make a difference in your community;
• And so much more!

Associate’s Degree in Business Administration, or related field, and one (1) year of related administrative support experience; or an equivalent combination of training and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Applicant Information

After the closing date for this position, applications will be screened by Human Resources. Applicants referred to the department will receive an email requesting important information pertinent to the position applied for. All updates regarding an application can be viewed through your applicant portal.